How it Works
Our AI builds your schedule. Our scheduling team checks every draft. Your manager approves. Scheduling workload drops from 8 to 12 hours a week to 1 to 2.
Simple handoff
What you send us. What you get back.
We work with the format you already use. Excel is fine. No new software for your staff.
What you send us
- Staff roster via Excel (roles, competency levels, home units)
- PRN availability submissions and leave requests
- Unit rules: weekend requirements, escalation order, OT thresholds
Export your current data, edit in Excel, re-import. Simple.
What you get back
- Compliant, post-ready schedule (21 rules checked automatically)
- Multiple schedule drafts showing different coverage, cost, and fairness trade-offs
- Auto-recommended replacements when leave is approved
- Full audit trail of every change for compliance
Nothing is final until your team signs off.
Delivered every Thursday, 3pm. PDF schedule, a manager summary with flagged items, and full data for your records, ready for review before posting.
AI Scheduling Engine
From blank grid to full schedule in seconds.
The engine checks 13 safety rules and 8 fairness rules as it fills every slot, then ranks callout replacements the same way. Automatically.
The process
Four steps. No surprises.
A structured collaboration that respects your existing process.
Kickoff and rules
We document your rules, constraints, and what a good schedule looks like for your unit.
Inputs and handoff
Your team shares availability and coverage requirements in the format you already use.
Build and validate
Our AI builds the schedule and checks all 21 rules: coverage, safety requirements, fairness, and scheduling conflicts, and our team validates the result.
Your review and approval
Your team reviews, adjusts if needed, and approves. You stay in full control.
How a week runs
A scheduling cadence that fits a CAH
Lock the rules once
Minimum coverage, charge requirements, and skill mix expectations. We hardcode your weekend/holiday rotations and overtime boundaries into our workflow.
Weekly inputs (10 to 15 min)
Send us PTO, known constraints, or ED spikes. We take the "messy" data and process it into a clean, logical draft.
Your draft posts ready
The validation pass runs and the post-ready draft lands in your inbox. You approve before it posts. No back-and-forth on the core schedule.
What we check every cycle
rules checked on every schedule
Every schedule is compliant before it posts.
13 rules protect safe staffing on every schedule. 8 more track fairness for your team. All checked automatically. Nothing slips through.
- Carol A. RN
- Dan B. RN
✓ Fully staffed
- Carol A. RN
- Dan B. RN OT
⚠ Dan already at 36h this week. Overtime cost if assigned.
- Emma C. RN
✕ Charge nurse required. Must fix before publishing.
What we check every cycle
21 rules validated on every schedule
Every draft is automatically checked before it reaches you. No rule can be quietly skipped.
Required
13 Compliance and Safety Rules
These must pass on every schedule. If any fail, the draft is flagged before delivery.
- Charge nurse on every shift State regulation: required on all inpatient units
- Minimum RN-to-patient ratio met per shift CMS Conditions of Participation
- Minimum rest between shifts (configurable, default 10 hours) Fatigue prevention; Joint Commission standard
- Maximum 5 working days per 7-day period (configurable) Prevents chronic fatigue; labor law standard
- No double-booking: a nurse cannot be assigned to overlapping shifts Basic scheduling integrity
- No scheduling during approved PTO Contractual obligation
- PRN staff scheduled only within their contracted availability Contract compliance
- On-call shift limits enforced (max 1 per week, max 1 on-call weekend per month) Prevents chronic fatigue from repeated on-call duties
- ICU and ER assignments require minimum Level 4+ competency State licensure and patient safety
- Level 1 nurses require Level 5 preceptor supervision on every shift Patient safety: novice nurses require bedside supervision
- Level 2 nurses in ICU/ER require Level 4+ supervision Patient safety in high-acuity settings
- Minimum total staff count per shift Regulatory safe staffing floor
- Maximum 60 hours in any 7-day rolling period OSHA safety standard
Optimized
8 Fairness and Preference Goals
These are actively optimized on every draft. Flags are surfaced so you can choose the best trade-off.
- Weekend equity: no nurse works more than 3 weekends in any 6-week period
- Holiday shifts distributed fairly across the team, tracked annually
- Charge duty distributed evenly across eligible staff
- Consecutive weekends capped: no nurse works more than 2 weekends in a row
- Staff shift preferences honored when possible
- Overtime spread evenly when OT is unavoidable
- Extra hours above FTE minimized per nurse
- Float pool assignments rotated fairly
Every fairness flag is explained. You see which trade-off was made and why, so you can approve or adjust with full context.
How we define competency levels
| Level | Label | What it means |
|---|---|---|
| 1 | Novice / Orientee | Cannot take patients independently. Requires a Level 5 preceptor on every shift. Counts as 0 FTE toward staffing ratios. |
| 2 | Advanced Beginner | Can work Med-Surg and Swing Bed independently. ICU/ER assignments require a Level 4+ nurse on the same shift. |
| 3 | Competent | Fully independent. ACLS/PALS certified. Can take standard ICU/ER patient loads. |
| 4 | Proficient (Trauma Ready) | TNCC certified. Can handle codes and trauma alone until backup arrives. Can supervise Level 2 in ICU/ER. |
| 5 | Expert / Charge / Preceptor | Qualified for charge nurse role. Required as preceptor for Level 1 orientees. Takes the most complex patients. |
Call-outs become a workflow, not a fire drill
A nurse cancels at 9 PM. You're off the clock. The system logs the callout, finds charge-qualified replacements, flags overtime risks, and has a name ready for your approval before your shift starts.
- Eligible staff are checked first: skills, role, charge
- Your escalation order ranks candidates: float staff first, then voluntary overtime, then fill any remaining gaps if needed
- Every change lands in the Exceptions and Decisions Log for later review
Exceptions Log Entry Example
EVENT: 9PM CALL-OUT (MS UNIT) - Emma C.
ELIGIBILITY CHECK: 2 CHARGE-QUALIFIED
ESCALATION: STEP 1 (FLOAT POOL)
DECISION: CAROL A. ASSIGNED (FLOAT POOL)
REASON: PROTECT CHARGE MIX ON NEXT SHIFT
Defendable in a huddle, ready for staffing committee.
Step 1 of 4: Shift covered
Current schedule
- Emma C. RN Charge Nurse
- Grace E. RN
Common questions
Questions about the process
How do we get our data in?
Excel upload. Export your current data, edit, re-import anytime. No new software for your staff.
What happens when someone calls out?
The system auto-finds the top 3 replacement candidates with reasons. You approve with one click. You do not have to call us, but we are reachable if something unusual comes up.
How is fairness tracked?
Weekends (no more than 3 per 6-week period), holidays (tracked annually), overtime, and charge duty distribution. All automatic.
What about compliance and audits?
Full audit trail of every change: who, what, when. Exportable anytime. Staffing committee packet ready in one click.
What if we already use a scheduling system?
We do not replace your EMR. We are built to replace spreadsheets or a basic tool that does not enforce rules. We deliver the schedule so you do not have to build it.
Simple pricing
Ready to test this in your hospital?
See if AI-built, human-checked scheduling reduces the workload on your team. Flat monthly pricing by roster size.